Chapter 3 Memos

Objectives Identify memo uses Organize memo content Format a memo Create custom border lines in Word Convert text to tables in Word Use bullets and numbering in Word Project 3

Introduction Definition of memorandum: to be remembered Memos are written to communicate information important enough to be remembered For many years, memos were short E-mail replaced short memos Project 3

Memo Essentials Length determines if message should be sent as an e-mail or memo If more than three pages and information needs to be retained (substantial enough to print), send a memo Project 3

Memo Essentials (cont’d.) Figure 3-1 Memo categories Project 3

Memo Essentials (cont’d.) Organizing memo content Memos include a purpose statement, an action statement(s), and sufficient details in the body to ensure the reader can take the required action PDA (Purpose Statement, Details, and Action Request) Project 3

Memo Essentials (cont’d.) Figure 3-2 A summarizing progress memo with PDA elements highlighted Project 3

Memo Essentials (cont’d.) Organizing memo content (cont’d.) Purpose statement: Provides a reason to read the memo Reasonably short and simple Provides a context for reading remaining paragraphs and for understanding what action is expected Expansion of subject line (short phrase) Project 3

Memo Essentials (cont’d.) Figure 3-3 Sample subjects and purpose statements Project 3

Memo Essentials (cont’d.) Organizing memo content (cont’d.) Details Readers want and need to identify details quickly Use the 5W technique Project 3

Memo Essentials (cont’d.) Figure 3-4 Using the 5W technique to determine memo content Project 3

Memo Essentials (cont’d.) Figure 3-5 A properly formatted request memo with sufficient details Project 3

Memo Essentials (cont’d.) Organizing memo content (cont’d.) Action request End memo with a sentence or two requesting a specific action State action clearly and provide means to perform the action (e.g., calling, meeting, or sending something) Project 3

Memo Essentials (cont’d.) Formatting a memo Various components should appear in a consistent position and with consistent formatting Reader should be able to scan to find information needed Project 3

Memo Essentials (cont’d.) Figure 3-6 Memo formatting issues Project 3

Memo Essentials (cont’d.) Figure 3-7 Comparison of unformatted and formatted procedures memos Project 3

Memo Essentials (cont’d.) Figure 3-7 Comparison of unformatted and formatted procedures memos (cont’d.) Project 3

Memo Essentials (cont’d.) Formatting a memo (cont’d.) Formatted memo communicates information more effectively Memorandum heading is centered at the top of and is a different font size Information is in numbered steps and bulleted lists Key words are in bold and italics White space increases readability Project 3

Technology Skills Using Borders, Tables, and Lists Custom borders: separate information Tables: display information in a grid-like structure with columns and rows Numbered items: used in a list when items correspond to steps Bullets: used in a list when item order is not important Project 3

Borders, Tables, and Lists (cont’d.) Figure 3-8 Selecting options in the Borders and Shading dialog box Project 3

Borders, Tables, and Lists (cont’d.) Figure 3-8 Selecting options in the Borders and Shading dialog box (cont’d.) Project 3

Borders, Tables, and Lists (cont’d.) Sometimes documents containing text are formatted in columns separated by tabs This text is often better displayed in a table Project 3

Borders, Tables, and Lists (cont’d.) Figure 3-9 Tabs in the tabbed list Project 3

Borders, Tables, and Lists (cont’d.) Figure 3-9 Tabs in the tabbed list (cont’d.) Project 3

Borders, Tables, and Lists (cont’d.) Figure 3-10 Extra tabs removed Project 3

Borders, Tables, and Lists (cont’d.) Numbered and bulleted lists present information in a format that readers can read quickly Bullet symbols can be customized Project 3

Borders, Tables, and Lists (cont’d.) Project 3